Coordinator of School Services

The New Britain Museum of American Art seeks candidates for the position of Coordinator of School Services. This person works with the Director of Learning and Engagement, and collaborates effectively with Education staff, museum staff, docents, and volunteers to support the delivery of tours of the permanent collection and special exhibitions through Pre-K-12 programming. Key areas of responsibility include a high level of service to school and teacher programs; detailed and precise communication with administrators, educators, parents, docents, volunteers and staff, and a highly interpersonal and collaborative approach.

Reports to: Director of Learning and Engagement

Status: Full-Time, Non-exempt, 40 Hours per week

RESPONSIBILITIES

• Manage all aspects of in person, online and offsite student (Pre-K - 12) visits including 1) scheduling visits through communication with teachers and school coordinators, 2) processing contracts, invoices, and pre- and -post visit information, 3) grant tracking and reimbursements, 4) confirmations, 5) greeting school groups and day-of logistics/coordination, 6) acknowledgement (thank you) letters and 6) group surveys.
• Ensure the success of school and children's programs, including grant-funded programs, by actively reaching out to programs and schools to encourage booking tours and studios.
• Write programming descriptions and copy for marketing, and make basic flyers, worksheets, etc. for use in studios or during programs (Canva, Powerpoint, etc.)
• Manage school partnerships and review program evaluations to ensure that the museum experience meets educator expectations and supports classroom learning.
• Develop a strong working relationship and a high level of communication with the docent corps, including extensive electronic scheduling, documentation, and communication regarding student tours (docent confirmation sheets, tour rotations, etc).
• Develop personal knowledge of permanent collection to enhance communication and implementation of educational programming, and be able to tour in case of docent absence.
• Assist the Director of Learning and Engagement with development and implementation of gallery, studio, and online curriculum for Pre K-12 students.

• Schedule and manage teacher professional development workshops for school districts, individual schools, and educators.
• Help develop and provide resources for teacher programs, such as worksheets, image files, etc.

• Manage the scheduling of docents for student tours; develop and provide tour format to docents; support docent inquiries.
• Utilize Tessitura (booking software) to book programs, rooms, docents, and tickets and create confirmations/invoices for groups.
• Manage profiles of schools and teachers within Tessitura to ensure smooth communication with visitors and Visitor Services
• Manage and maintain accurate program records in the museum databases (Tessitura Analytics, Excel/Google worksheets) to track goal progress and to provide key reporting data for the Director, ensuring seamless communication with the Marketing Department for newsletters, flyers, the website, and social media.
• Provide monthly reports on program attendance, income, and expenses based on Tessitura analytics and Excel worksheets.
• Assist with writing grant proposals and reports and track remaining funds and visitation statistics for individual grants
• Implement evaluation tools to measure, interpret, and analyze the outcomes of school programs relative to strategic goals twice a year.

General

• Communicate consistently with the Development Office to maintain existing grant-funded opportunities for schools and ensure that grant funds are fully utilized.
• Cultivate relationships with the Museum's staff and volunteers, docents and studio volunteers, and interns.
• Assist with logistics of Docent program including ordering supplies, coordinating set-up for meetings with Facilities Department, and working with Docent committees.
• Provide administrative and collaborative support to the Director of Learning and Engagement.
• Work collaboratively to meet Learning and Engagement and institutional Diversity, Equity, and Inclusion goals, as outlined on an annual basis.
• Other duties as assigned by the Director of Learning and Engagement.

• Professional administrative experience working in education, art education, or museums, and/or B.A. in Art Education, Museum Studies, Humanities, Art History or a related field.
• Minimum two to three years of experience working in an art museum or school.
• Experience in supervising and scheduling volunteers and/or instructors.
• Demonstrated ability to work with schools, teachers, and students.
• Strong interpersonal skills and proven ability to communicate well both orally and in written form with visitors and colleagues of different ages, interests, and backgrounds.
• Knowledge of current museum and informal educational practices
• Commitment to DEIA standards and practices.
• Research, writing, editing, and information management skills.
• Proven project planning, coordination, and evaluation skills.
• Ability to work well within deadlines on multiple and varied projects simultaneously.
• Demonstrate a collaborative, team-oriented, enthusiastic approach to a healthy work environment.
• Demonstrated competency with databases and Customer Relationship Management systems for scheduling and reporting.
• Skilled in Google, Microsoft Word, Excel, PowerPoint applications
• Basic knowledge of Canva, Google Forms, PDF forms an asset
• Previous experience in Tessitura or other booking systems an asset.
• References required

The New Britain Museum of American Art is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.